Roles and responsibilities / what will the jobholder be expected to achieve? Residence Management (30%) - Plan, prioritise, and manage the Residence’s operational programme, including events, routine maintenance and improvement works, ensuring activities are scheduled effectively and delivered to a high standard. Take responsibility for day‑to‑day decisions relating to the upkeep and presentation of the Residence, escalating significant risks, costs or issues where required.
- Liaise with Corporate Services teams and external contractors to ensure the building, gardens, furniture, equipment and technology are maintained, safeguarded and fit for purpose.
- Hold operational oversight of inventory and assets, ensuring accurate records are maintained and systems operate efficiently.
- Exercise judgement in managing expenditure, identifying savings opportunities and ensuring procurement, stock control and contracting are carried out fully in line with FCDO policies.
- Ensure appropriate contingency arrangements are in place (e.g. utilities failures), taking responsibility for readiness checks and follow‑up actions.
Events and Visits Management (30%) - Contribute to the planning of the forward programme of events, working with the Executive Assistant to HMA and relevant Embassy teams to ensure requirements are clear and deliverable.
- Lead the operational delivery of events held at the Residence, taking decisions on set‑ups, service standards, staffing deployment and sequencing of activities.
- Direct and supervise staff during events, monitoring service quality and resolving issues as they arise.
- Work with external organisations, companies and sponsors to provide costings, negotiate arrangements, and recommend best‑value options for senior approval where appropriate.
- Prepare the Residence for high‑level and VIP visits, ensuring agreed standards and protocols are met.
Staff Management (20%) - Act as line manager for four Residence staff, taking responsibility for organising workloads, allocating tasks, setting priorities and monitoring outputs.
- Use discretion in deploying staff resources, including the engagement and supervision of temporary or casual staff to meet operational demands.
- Ensure staff understand their roles and responsibilities, identifying training needs and supporting their development.
- Conduct performance management processes, including regular feedback and annual appraisals, in line with FCDO standards.
Finance (10%) - Manage day‑to‑day financial administration for the Residence, ensuring funds are accurately recorded and expenditure is within agreed limits.
- Process corporate expenses promptly and in compliance with FCDO procedures.
- Provide financial information and updates to support planning and decision‑making by senior colleagues.
Communication/Coordination (10%) - Ensure that issues relating to the Residence are properly communicated to the role holder’s line manager and other personnel as appropriate.
- Work regularly with Embassy teams, contractors and external partners, using persuasion, guidance and negotiation to achieve outcomes.
- Act with professionalism, respecting the dual-use of the Residence as a workspace and family home, maintaining proper confidentiality of matters arising in the Residence.
- Gather and respond to feedback to improve processes and maintain high standards of service delivery.
Resources managed (staff and expenditure): - Lead and manage a team of 4 Residence staff and when required casual event staff, providing support and direction as necessary. Ensure that the Residence staff receive adequate and regular training to undertake their duties. Manage their performance and complete annual appraisals on time and to prescribed standards.
- Ensure effective deployment of staff resources, clear forward planning, and flexible delivery in line with operational requirements, including TOIL management.
The Residence Manager will be expected to undertake other duties that may reasonably be required e.g. crisis support, first aider, fire warden and which are in accordance with the grading and core competencies of the job.
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